Executive Mastermind Events Lead

The Mentor List; Melbourne; Hybrid; AUD 90,000 - 110,000; Full time

Benefits offered by this job

Melbourne CBD office

Flexible Fridays

Job summary

The Mentor List is seeking an experienced Events Manager to plan and coordinate its Executive Mastermind Program across multiple cities. The role covers end-to-end calendar management, budgeting, venue bookings, travel logistics and coordinating guest mentors.

Based in Melbourne with four days in the CBD office and flexible Fridays, the role involves working with former CEOs and senior leaders to deliver nine annual sessions per group and two national networking events.

Qualifications

• 3+ years coordinating recurring corporate events, executive or board meetings, or a busy EA role with heavy event and travel management
• Comfortable taking ownership, showing initiative, managing competing deadlines and working independently
• An excellent communicator who builds strong relationships and follows through on commitments
• Meticulous, calm and proactive; you anticipate needs before anyone asks
• A keen eye for detail and a genuine care for making people feel welcomed and valued
• Confident and polished with C-suite stakeholders
• Experienced booking domestic and international travel and accommodation
• Venue and restaurant contacts across capital cities, Singapore or Auckland are a bonus

Responsibilities

• Plan and maintain the annual Mastermind calendar and each six-weekly tour
• Be the operational partner for our Group Chairs, including scheduling, briefing packs, agendas and invoicing
• Source, book and coordinate guest mentors from first conversation to thank you and payment
• Book boardrooms, private dining rooms and catering, and manage numbers and dietary needs
• Book and coordinate flights, accommodation and transfers for chairs, mentors and our team
• Manage timely, professional communications with chairs, guest mentors, members and suppliers
• Maintain accurate event details, deadlines and attendance records across HubSpot, calendars and our member app
• Anticipate scheduling conflicts, resolve issues proactively and continuously improve program processes
• Coordinate and attend our two National Networking events a year for 100+ members
• Deliver every event within its pre-determined budget through tracking event costs and reconciling invoices

Skills

Event coordination

Travel management

Stakeholder management

Budgeting

CRM (HubSpot)

Vendor management

Tools

HubSpot

Google Workspace

Microsoft Teams

Job description

The Mentor List is seeking an experienced Events Manager to plan and coordinate its Executive Mastermind Program across multiple cities. The role covers end-to-end calendar management, budgeting, venue bookings, travel logistics and coordinating guest mentors.

Based in Melbourne with four days in the CBD office and flexible Fridays, the role involves working with former CEOs and senior leaders to deliver nine annual sessions per group and two national networking events.